Admin Assistant

Job Description

The Accounts Admin Assistant and HR & Admin Assistant provides essential administrative support to the respective department.

The Accounts Admin Assistant handles daily transactions, maintaining financial records, and responding to queries related to accounts and financial matters. The Accounts Admin Assistant ensures smooth operations of the accounting department by managing documentation, coordinating with team members, and assisting with financial processes as needed.

The HR & Admin Assistant provides essential administrative support to the HR department. This includes maintaining employee records, processing paperwork, assisting with HR-related tasks, and handling general administrative duties to ensure smooth office operations.

Job Responsibilities for Accounts Admin Assistant

• Responsible for accounts payable and receivable
• Checking sales and purchases invoices with DO and other supporting documents
• Checking APSOA, issuing payment voucher and submitting Giro payment
• Checking sales invoices with GST record
• Ensure all invoices are updated in the system correctly and timely
• Data entry of AR and AP invoices to Xero
• Maintaining financial records and ensuring accuracy of data
• Processing invoices, payments, and expenses
• Handling cheque banking, PG and LC submission
• Maintain proper accounting records and documentation for audits
• Assisting with audits and other financial reviews
• Managing and organizing financial documents and records
• Providing general administrative support to the accounting department as needed
• Any other tasks or duties assigned by the Company

Job Requirements

• Min. 2 years of relevant experience in accounting
• Diploma in Accountancy or relevant field
• Proficiency in Xero accounting software and Microsoft Office applications
• Strong organizational and time management skills
• Attention to detail and accuracy in data entry and record keeping
• Ability to work independently and as a part of the team
• Excellent communication and interpersonal skills
• Knowledge of basic accounting principles and practices
• Ability to maintain confidentiality of financial information

Job Responsibilities for HR & Admin Assistant

Administrative Support:

• Provide general administrative support to ensure efficient office operations and smooth workflow.
• Answer phone calls, transfer incoming calls, and direct them to the appropriate person or department.
• Manage the daily incoming mail, ensuring it is distributed to the respective individuals in a timely manner.
• Schedule meetings, organize calendars, and provide support for visitors.
• Perform administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize and coordinate corporate events, ensuring all logistics are arranged.
• Monitor and replenish office supplies as needed to maintain stock levels.
• Manage season parking arrangements and vehicle fleet cards for staff.
• Coordinate vehicle road tax renewals with relevant personnel.

HR & Admin Functions:

• Perform basic IT troubleshooting, coordinating with external vendors for assistance as needed.
• Review and post employees' petty cash reimbursement claims, ensuring proper documentation and compliance.
• Maintain an efficient central filing system for HR and Admin documentation, ensuring proper organization and easy retrieval.
• Assist in preparing and maintaining Worker Service Agreements and managing employee onboarding processes.
• Handle work permit applications, renewals, and cancellations, ensuring compliance with immigration regulations.
• Import Time Management System (TMS) data and assist in the preparation of worker salaries.
• Organize worker training sessions and prepare bond agreements for workers.
• Oversee cleaning contracts and coordinate with cleaning staff to ensure office cleanliness and hygiene standards.
• Manage the water dispenser, ensuring it is stocked and maintained.
• Contribute to team efforts by accomplishing related results as needed.
• Perform any other tasks or duties assigned by the company as required.

Qualifications:

• Min. 2 years of relevant experience in HR-related field
• GCE ‘O’ level or equivalent
• Proven experience in administrative support, preferably in HR or office management.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with office software (Microsoft Office) and basic IT troubleshooting.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Detail-oriented with strong record-keeping and filing abilities.
• Experience in coordinating events and managing office supplies.
• Familiarity with HR functions and able to work effectively with both internal teams and external vendors.
• Strong interpersonal skills and a positive, professional demeanor.